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Granting Access with Credentials and Access Permissions

Credentials enable the LUNA Admin to create broad categories of access that can then be assigned to groups of users.  Once created, the Credential includes roles (cataloger, collection builder, end-user) along with access permissions to one or multiple collections.

View file
nameCreating Credentials & Assigning Them to Users.mp4

The first step in granting access to a user is to create that user in the Users tab.





  • Allow export for LUNA Viewer
  • Allow My Uploads for LUNA Viewer
  • List of allowed file extensions for LUNA Viewer and LUNA Library
  • Ability to create, edit or delete templates in the Collection Manager
  • Ability to create, or delete collections in the Collection Manager (editing collection properties is collection specific and granting this permission is handled using an Access Permission as explained below).
  • Access to LUNA Administrator
  • Access to LUNA Publisher


Say you want to create a credential for a user whose responsibility it is to create and manage collections & data templates. You can design a custom credential that allows for access to the Viewer and Collection Manager while restricting access to the Administrator. Check create, edit and delete under the Templates settings and check create and delete under the collections settings to grant the appropriate permissions in the Collection Manager. Note, the permission to allow “editing” of a collection is set in the access permission. In this same credential, you’ll also grant access to export images and use My Uploads in the Viewer. Typically, the collection(s) you assign to this credential will be associated with the “admin” access permission or a customized access permission.

Good for visual resource librarians, faculty, curators.


About Access Permissions

About Access Permissions

View file
nameAssigning Collection Specific Access Permissions.mp4



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LUNA comes with a set of 5 default access permissions which you can choose from or you can create your own by clicking "Add Access Permission.” You may create as many as you like this way. You may edit the default 5 if you like as well.

Access permissions are added to a credential. The credential grants permission to certain LUNA tools and features, while an access permission pertains only to a specific collection and what a user can do with that collection. For each collection you have added, you can create 1 or more access permissions that you can assign in the Credentials tab to the different credentials to set they kind of access they have to the collection.

Without an access permission a user cannot gain access to a collection in order to create, edit, or view it.

Default Access Permissions:

When a collection is made 5 default access permissions are created. You can think of these as representing different roles, from admin to restricted. So all you have to do is pick one of the 5 access permissions for a collection and add it to the credential. The settings for these 5 default access permissions are:

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Dimensions for LUNA sizes 0-8:

LUNA SizesDimensions
Size 0

up to 96 pixels on long side

Size 1up to 192 pixels on long side
Size 2up to 384 pixels on long side
Size 3up to 768 pixels on long side
Size 4up to 1536 pixels on long side
Size 5up to 3072 pixels on long side
Size 6up to 6144 pixels on long side
Size 7up to 12288 pixels on long side
Size 8up to 24576 pixels on long side

Access permissions allow you to grant a specific set of privileges to the Viewer, Library and Collection Manager for an individual collection.


Use the cataloger access permission for extended access to a collection in the Viewer and Library. This access permission allows, collection level annotations, image export of up to size 5 (up to 3072 pixels on long side) in the Library and Viewer and the highest viewing resolution in the Viewer. It also includes add, edit and save privileges for records and media items in the Library. It also allows add, edit and delete privileges for authorities as well as data export in the Library. Deleting records and media items is restricted with this access permission.


Use the publisher access permission for full access to a collection in the Viewer and Library. It includes image export of the JP2K and source image in the Viewer and Library, as well as delete privileges for records and media items in the Library.



Tip: Since you can't edit the name of an access permission, simply create a new one if you need a name different than the default name created.


  • Give your AP Access Permission a name to help you easily identify it . (if creating a new access permission).

  • Set the max export resolution for media items in the LUNA Viewer and LUNA Library to specify the largest size it will allow a user to can download an item. (see sizes size chart above).

  • LUNA collection Collection Manager settings allow you to decide if a user has editing/saving of can edit/save the collection properties.

  • Set the Default Access permission for LUNA Viewer .

  • Allow collection level annotations in LUNA Viewer (anyone users with this permission can create annotations that are viewable by anyone other users with access to this collection. If not checked, the user can still create annotations but they will remain private unless they share them via a media group or presentation).
  • Max Viewable resolution for LUNA Viewer’s Detail View sets the best maximum resolution the user will see when they select an item for Detail View . (see sizes size chart above)


  • .
  • Assign the various permissions for Records, Media items and Authority Management in the LUNA Library.


Note: Authorities are the only feature that are not automatically assigned to an access permission. By default a collection creator will have permission to read, add, edit, delete authorities. For all other users you'll need to manually assign the permission to the access permission for the collection.